Executive Assistant

Executive Assistant

Company:
North Carolina State University

Job Location:

Category:
Executive Assistants

Type:
Full-Time

Join the Pack! A community with nearly 8,000 faculty and staff, and 30,000 students. NC State is one of the largest employers in North Carolina, offering a large range of career opportunities. Visit us at https://jobs.hr.ncsu.edu/.

Department: 192001 - CVM Teaching Hospital

Location: Raleigh, NC

Essential Job Duties:
The Administrative Strategist & Executive Liaison serves as the primary strategic and administrative partner to the Hospital Administrator and the senior leadership team. This is a high-level role designed for a professional who thrives on coordinating hospital governance, managing complex operational projects, and exercising independent judgment to align administrative activities with our clinical and academic mission.

Key Responsibilities

Executive Support & Strategic Coordination

• Priority Management: Independently manages the Hospital Administrator's complex calendar, identifying and resolving scheduling conflicts to ensure dedicated time for high-priority projects and hospital-wide initiatives.
• Governance Leadership: Manages the lifecycle of Hospital Board and committee meetings, including agenda development, preparation of executive briefing packets, and the synthesis of minutes into actionable task lists.
• Administrative Operations: Oversees the implementation and maintenance of Hospital Standard Operating Procedures (SOPs). Manages organizational charts and ensures the administrative on-call schedule and visitor profiles are accurately maintained.

Communications & External Relations

• External Liaison: Acts as the primary point of contact for external agencies, CVM dignitaries, and potential donors; leads facility tours and ensures a professional representation of the Hospital.
• Conflict Resolution: Investigates sensitive client complaints by analyzing case data and evidence. Formulates recommendations for leadership and drafts formal correspondence to resolve disputes and maintain hospital reputation.
• Executive Correspondence: Reviews and edits all outward-facing correspondence from the Administrator's office for content accuracy, professional tone, and clarity.

Operational Analysis & Project Management

• Reporting & Analytics: Drafts ad hoc reports for external regulatory or accrediting agencies. Aggregates data to monitor daily animal census and proactively alerts leadership to volume shifts.
• Project Oversight: Coordinates project-based meetings for hospital-wide initiatives, tracking progress against action plans and summarizing outcomes for ad hoc problem-solving committees.
• Risk & Compliance: Organizes and maintains incident report logs and records. Prepares summaries for safety committees and Hospital Board meetings to support institutional risk management.

Specialized Programs & Systems

• Technology SME: Serves as the Hospital Subject Matter Expert for technology implementations, coordinating hardware/software orders and setup needs for clinical and administrative services.
• Systems Support: Assists hospital supervisors in resolving timekeeping exceptions or errors, such as missed punches or overlapping shifts, to ensure operational accuracy.
• Scholarship Administration: Oversees the Tiffany Ramsey CE hospital scholarship program, including applicant data collection and the final selection process.

Knowledge, Skills, and Abilities

• Advanced Coordination: Ability to navigate complex organizational structures and manage multiple competing priorities with minimal supervision.
• Professional Diplomacy: High level of emotional intelligence and discretion when handling confidential information and sensitive client interactions.
• Technical Proficiency: Mastery of hospital-related technology systems and office productivity software.
• Analytical Writing: Demonstrated ability to draft complex reports and executive-level correspondence with an emphasis on precision and grammar.

Physical Requirements

• Ability to lead walking tours of the hospital facility for donors and dignitaries.
• General office environment requirements (sitting, standing, and computer use).

Other Work/Responsibilities:

• Other duties as assigned by Supervisor.

Minimum Experience/Education:
High School diploma or equivalency and three years of progressively responsible administrative/office management experience; or graduation with an associate's degree in Secretarial Science, Business Administration, or a related discipline and one year of progressively responsible administrative/office management experience; or bachelor's degree, preferably in Business Administration or a related discipline; or equivalent combination of training and experience.
All degrees must be received from appropriately accredited institutions.

Required Qualifications:
N/A

Preferred Qualifications:
Healthcare or Academic Medical Experience: Minimum of 3-5 years of progressive administrative experience within a veterinary hospital, human medical center, or academic research institution.

Proven Conflict Resolution & Advocacy: Demonstrated success in investigating complex client or patient complaints, with the ability to synthesize evidence and draft sophisticated, empathetic formal resolutions.

Executive Governance & Board Support: Extensive experience supporting a Hospital Board or senior leadership committees, including the ability to translate high-level discussions into actionable project plans and professional briefing packets.

Technical Systems Leadership: Prior experience serving as a Subject Matter Expert (SME) for the implementation of Hospital Information Systems (HIS).

Advanced Professional Communication: Exceptional editing and writing skills with a proven ability to produce executive-level reports and correspondence for high-profile stakeholders, including university dignitaries and donors.

Required license or certification:
N/A

Position Number: 00065334